Adding and Editing Retail Agencies in BindHQ

This article explains how Administrators, Compliance users, and Managers can add new retail agencies to BindHQ. 

Adding a New Retail Agency

Create a New Retail Agency

1. Navigate to Partners and select the Insureds & Agents tab on the left.

2. Below Retail Agencies, click Add New Retail Agency. 
   

   

Browse, view, & edit retail agencies

1. Navigate to the Partners and select the Insureds & Agents tab on the left.

2. Below Agencies, click Browse, view & edit retail agencies, click on New Retail Agency.

   

Editing the Agency Details

You can access the Agency Details page in several ways:

• Use the search bar to look up the agency by name.

• Navigate through Browse, View & Edit Retail Agencies to select from the list.

• Or, click the agency’s blue-linked name directly from a policy or application screen.

From the Agency Details page, complete or edit the agency profile by filling in these sections:

• Accounting address - Fill in the agency's accounting address and file number. Check the Accounts current? checkbox if applicable.

• Location address - Fill in the agency's physical address or check the Use accounting address checkbox.

• Mailing address - Fill in the agency's mailing address or check the Use accounting address checkbox.

• Contact - Enter the agency’s phone number, fax number, and website.

• Agency Intelligence - (Optional) Fill in any background details on the agency, including their LinkedIn company page, the LOBs they support (personal, commercial, or both), and the type of agency (independent or affiliated broker).

• Administration - Use the drop-down to select a parent agency, if applicable. To bill the parent agency, check the Bill to parent checkbox.

• Users - Add BindHQ users associated with the agency and select the coverage they have with the agency (default, P&C, auto, or personal).

• Click the trash can icon to delete users from the agency’s BindHQ page.

• Bank Details - Users with the Edit bank accounts permission can select the agency’s bank and enter their bank account number, if available. 

Compliance Section

The Compliance tab stores key regulatory and legal details for each agency. This includes:

• E&O Coverage – Enter the agency’s Errors & Omissions policy number and expiration date to track compliance with required professional liability insurance.

• Tax Information – Capture the agency’s tax ID and configure 1099 tracking if applicable.

• Business & Legal Info – Record the agency’s legal business type and name.

• State Licenses – Maintain license numbers, expiration dates, and state of issue. Residency can also be flagged.

• Additional Info – Track important dates like creation date or agreement date for audit and record-keeping.

• Status Controls – Manage whether the agency is authorized to quote, bind, or if it should be set to inactive.
  

Agency Status in BindHQ

OK to quote?
This setting determines whether the agency can have quotes generated for it. If checked, users can generate quotes for new or renewal business with this agency. If unchecked, quoting is disabled.

OK to bind?
This setting controls whether the agency can actually bind coverage. If checked, they can move policies from quoted to bound status. If unchecked, they may still be able to quote, but cannot bind new policies.

Set agency to inactive
When an agency is set to inactive, it is fully restricted from binding any new business. This is typically used if the relationship has ended, compliance is incomplete, or the agency should no longer transact. Existing bound business remains unaffected, but no new quotes can be converted to policies.